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Living in a community requires each member of the community to take responsibility for their personal safety, the security of their belongings, and the safety and respect of others. Students residing in Otterbein University residence halls, theme houses and Commons apartments shall abide by all policies outlined below and those set forth in the Student Code of Conduct. Students shall make their guests aware of and assure they follow these policies. Infractions of University policies will be forwarded to the Director of Student Conduct.

Air Conditioners – See Fire Safety/Electrical Appliances

Alcohol and Drugs - Students shall not consume or possess alcohol (except where explicitly permitted), illegal and/or

illicit drugs. Students shall not possess any containers currently or formerly used for alcoholic beverages (i.e. beer cartons, wine bottles, etc.).

Assignment Changes (Room Changes) - Residents experiencing difficulties with their roommates are encouraged to

contact a residence life staff member. Roommates shall meet with their Assistant Director of Residence Life to try to resolve conflicts before a room change may begin. Residents will not be allowed to force their roommate to change rooms. Residents moving must complete a Room Change Form and submit to their Assistant Director of Residence Life prior to beginning a move. Changes may occur two weeks after the start of fall semester or after the first week of spring semester for returning students (two weeks for new residents). An administrative charge of $100.00 will be

assessed to any student(s) participating in an unauthorized room change (moving prior to completing the Room Change Form).

Bathrooms – See Restrooms/Showers

Bicycles – Students shall store bicycles on racks outside the residence halls. Any bikes chained to other locations

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Contracts - Room and Board contracts are legally binding documents for the entire length of the lease. Most contracts

are signed for an entire academic year. Housing contracts terminate 24 hours after the student’s last examination or when the residence halls close for the academic year (or whichever comes first). A student is charged a per night fee for staying in the residence halls outside the contract period. Release from the contractual obligation without financial penalty is made only upon graduation or withdrawal from the University (prior to the beginning of a semester.) Release from the contract with financial penalty may be granted for extenuating circumstances provided a written petition is submitted to the Student Affairs Office at least 10 working days prior to the semester for which the release is being sought. The petition must show just cause for a termination (major unforeseen circumstances) with documentation to support the cause and provide information regarding where and with whom the student will live. Petitions are reviewed by the Housing & Meal Plan Subcommittee consisting of students and faculty/staff. The penalty fee is one half of one semester’s room rate.

Damage - The conditions of student rooms are assessed prior to the student moving in and again prior to the student

moving out. Residents shall review the condition of their room immediately upon move-in to assure the room condition report is accurate. Residents shall maintain the condition of all items in their room and hold a collective responsibility for the condition of the common areas of the hall, apartments or theme houses.

If student(s) are responsible for damaging an area of the hall, they shall notify staff of the damage and take full responsibility for the damage by paying for the replacement/repair of the item. If damage is not reported by students and is noticed by staff, students will be asked via email or letter to notify their Assistant Director of Residence Life of the identity of responsible parties. When the student(s) responsible for damage are identified, the cost of repair will be equally divided and charged to their account(s). Residents are collectively responsible for identifying the student(s) responsible for damage(s). If the student(s) responsible for damage are not identified, repair costs within the student room will be distributed among roommates. Repair costs for common areas of the hall (lounges, stairwells) will be distributed among residents of the floor/building, house or complex. Their Assistant Director of Residence Life in conjunction with the Service Department will determine whether the repair is to be considered damage or normal wear and tear and, if necessary, who will share the costs. The Director of Residence Life will handle all appeals for assessments of damage. Any appeals must be made in writing within 48 hours of the notification of common area damage being emailed and/or delivered to student mailboxes/rooms. Any appeal for individual room damage must be made in writing within one week of moving out of the room/hall. The appeal must provide documentation supporting why the damage is not the responsibility of the student (e.g., a letter from the person responsible for the damage).

Doors - All outside doors to the residence halls are locked 24 hours a day for the security of the residents. Entry to the

halls is gained via a card reader located on one or more doors by use of the student’s personal Cardinal Card. After entering or exiting a door, residents are responsible for checking to see if the door locks behind them. Only residents of the specific hall/complex will have access to the building. Students shall keep their Cardinal Card secure and not lend it to other students. Compromising the safety of the hall, by propping doors open (a level III violation) or lending others a Cardinal Card is a violation of the Code of Conduct. Residents shall lock their individual room/bedroom door when they are sleeping or not in the room. Students failing to carry their keys and/or Cardinal Card and locked out of residence halls or their rooms may contact a Residence Life staff member for entry. A small fee will be charged for each room entry.

Electrical Appliances – See Fire Safety/Electrical Appliances (below)

Escort Policy - Residents are responsible for any guest they invite into the building and must remain with the guest

for their entire stay in the hall. Residents shall meet their guests at the building entrance. Telephones on the exterior of the building are provided so guests can call the resident to meet them at the door. Anyone not living in the building is considered to be a guest, including other students, faculty, staff and parents. Residents are responsible for assuring their guest is fully aware of and follows all policies while in the building. Any unescorted guest will be asked to leave the building immediately. The guest and the resident they are visiting will be held responsible for violating the Code of Conduct. Residents are encouraged to assure their safety by inquiring if someone does not appear to be a hall resident and reporting any unescorted guests to the hall staff and/or University Police.

Fire Drills & Fire Inspections – In compliance with Ohio State Fire Code, Otterbein University will conduct regular

fire drills and fire inspections of all residential facilities, which include residence halls, theme houses, Greek houses and the Commons apartments. As outlined in the Ohio Fire Code, the drills and inspections will take place at unexpected times and under varying conditions to simulate the unusual conditions that occur in case of fire. Residence Life and Student Affairs staff may assist University Police in coordinating compliance with these policies. Any

violation of university policy, including Failure to Evacuate, will be documented and forwarded to the Director of Student Conduct.

Fire Safety/Electrical Appliances - Students are encouraged to exercise extreme care when selecting electrical

appliances for their campus housing. Each of these electrical appliances must be Underwriters Laboratory (UL) approved, in good operating condition, and not left unattended when in use. Students should remember the space limitations of many areas and the number of outlets available to them. With this in mind, students may bring the following items into the residence halls, theme houses and Commons apartments:

Air Purifiers Clocks

Coffee makers (single-brew only, e.g. Keurig) Computers

Curling irons/curlers DVD/VCR

Fans

Non-Ionic Hair Dryers & Hair Implements* (straighteners, etc.) Holiday lights (not stranded together)

Hot air popcorn poppers Iron (auto shut-off)

Microwave* (800 watts or less) Power strips with circuit breakers Razors (electric)

Reading lamps (excluding Halogen reading lamps without safety grids) Refrigerator * (up to 4 cubic ft., limited to one per room)

Stereo System (small)

Surge Protectors with a 14-gauge wire (heavy duty) Television

Video Game System

*Ionic hair implements (hair dryer, curling iron, hair straightener) are not allowed because they may cause the fire alarms to activate.

*Refrigerators and microwaves are limited to one of each per residence hall room. Commons apartments and theme houses may have one microwave per house/apartment located in the kitchen.

Students in the Commons and theme houses ONLY may possess and use toasters and George Foreman grills with extreme caution in the kitchen area only. Only students who have been granted a medical accommodation through the Disabilities Services Coordinator may use a portable air conditioner during fall and spring semester.

Due to the risk of fire when using the following electrical appliances, students shall refrain from possessing and/or using them in the residence halls, theme houses and Commons apartments. If any violation of these items are found the resident will be referred to the Student Conduct Hearing Board.

Any appliance not clearly marked as UL approved Any appliance with an exposed heating element

Air conditioners (unless approved by the Disability Services Coordinator) Broiler ovens

Candles (including candle warmers) Electric blankets

Electric potpourri pots

Electric frying pans/griddles/devices Extension cords (all types)

Halogen lamps without safety grids Heat or sun lamps

Hot plates Ionic hair dryers Oil popcorn poppers

Outlet expander without surge protector Scented oil burners

Space heaters Sun or heat lamps

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Toasters Toaster ovens

Any item which causes the fire alarm to activate.

Any appliance not included in these lists must be approved by an Assistant Director of Residence Life before usage. Any use of electric appliance requires that the resident monitor the placement of the electric cords (i.e., do not let cords lie on or next to heating units). Students shall make smart choices to assure their safety and the safety of others in the residence halls, theme houses and Commons apartments. The following guidelines will help students decrease the risk of a fire hazard in their living area:

• Empty wastebaskets on a regular basis in the dumpsters provided outside, do not place wastebaskets in closets and use metal wastebaskets.

• Dispose of cigarette butts and matches carefully in appropriate containers. • Refrain from playing pranks.

• Assure all items taped to walls are taped at all corners using removable tape/tabs, or small tacks. • Do not hang anything from the ceiling and/or over a light.

• Do not build lofted beds in halls where furniture is not meant to be lofted.

Due to the community environment and the added risk of loss or damage to life or property, the following items are prohibited in all residence units: vehicle batteries, charcoal, gasoline, and items identified under the Concealed Weapons policy and Firearms/Firecrackers policy. Please refer to Section 8 – University Judicial Policies Defined for the Concealed Weapons policy and for the Firearms/Firecrackers policy.

Furniture - Residents shall keep all furniture supplied to them in the room throughout the year, and may not store or

remove furniture. Students in the theme houses, suites and Commons shall keep all University furniture in the same room as originally placed (i.e. sofas in living rooms, beds in bedrooms, etc.) Removal of furniture or other University property from residence hall lounges, rooms or common areas is viewed as theft and may be subject to criminal prosecution and referral to the campus judicial board. All student rooms are furnished with a bed, mattress, desk, chair, and closet/drawer space for each student. Beds in the halls may be bunked, in a standard formation, to increase space. Beds in some halls are able to be lofted and students may loft their beds in a standard formation with a stabilizer bar. Residents unsure if their beds are able to be lofted shall seek assistance from a residence life staff member. Residents are responsible for use and care of University property and shall pay for replacement/repair of any items they damage. Due to the community environment and the added risk of loss or damage to life or property, waterbeds or other water-filled furniture are prohibited in the residence units.

Housekeeping, Repairs and Maintenance - The University’s Custodial Department cleans hall common restrooms

and common areas (lounges, hallways, lobbies, etc.) on a daily basis. All students are responsible for cleaning their own rooms. Students in the suite-style halls are responsible for cleaning their own restrooms. Students in the Commons and theme houses are responsible for cleaning their whole living areas, including kitchens and restrooms. Repairs and maintenance in all University facilities are made by the Service Department. Residents shall report all needed repairs, maintenance or housekeeping concerns via the Service Department web page. Repairs will be made in the regular work schedule of the Service Department. See Damage section for more information on damages.

Inspections - Otterbein University reserves the right to enter a student’s university residence for administrative, safety

and regulatory purposes. The University exercises this right only under specific circumstances. Rooms in University residence halls, the Commons, or theme housing are considered to be private dwellings of those assigned to the room. This right of privacy carries with it the responsibility for students to conduct themselves within the general policies of the University. Authorized University representatives shall have the right of inspection within student rooms for the following purposes: inspection for standard maintenance, reasonable grounds for believing the room is being used for an illegal purpose; and inspections in situations where the student’s well-being appears to be threatened or in which a violation of University or civil regulations seems to have occurred/be occurring. Students shall comply with University personnel seeking entry. Failure to admit authorized University personnel will result in referral to the university’s judicial council. Health & Safety inspections will take place monthly in the Commons and Theme Houses and twice a semester in residence halls, or as needed to assure facilities are being properly maintained.

Keys - Students are issued a room key when checking into the residence halls. Students in theme houses and Commons

apartments receive a room key and apartment/house door key. Students shall keep the key(s) on their person at all times to assure others do not use it. Students shall not lend the key to others nor duplicate the key(s). Unauthorized possession, duplication or use of keys is a Level III violation of the Student Code of Conduct. Students who lose their key may request a re-core of their room lock and new key from their hall director or the Otterbein Police Department.

A damage charge will be assessed for each lock re-core and added to the student’s University bill if a student loses or fails to return their key(s) at the end of the year, or when they permanently leave the residence (whichever comes first).

Laundry - Automatic washers and dryers are furnished in all residence halls, theme houses and Commons apartment

complexes. Laundry machines are for use by residents of the building only.

Movies on Campus - Members of the Otterbein University community are expected to follow Federal Copyright

Laws and policies that govern the screening of films on campuses. Student organizations and/or individuals who are interested in showing a movie on campus (including residence hall space) should first contact the Center for Student Involvement at 614.823.3202, located in the Campus Center. A staff member will meet with the student(s) to explain the process for purchasing public performance rights.

Painting - Residents shall not paint their rooms or any other space in the residence halls, theme houses and Commons

apartments.

Personal Items – Otterbein University is not responsible for stolen or damaged personal belongings. This includes

items in residence hall rooms, study lounges, laundry rooms, etc. Residents are strongly encouraged to keep their room/apartment doors locked at all times. Students are encouraged to protect their belongings with insurance, either by checking their parent/guardian’s homeowner’s insurance or purchasing renter’s insurance. Items abandoned when a student has moved out or withdrawn from the University will be donated to the Otterbein Thrift Shop or local charity.

Pets - For purposes of health and sanitation, only aquarium fish, hermit crabs, and small turtles are allowed in any

residential area with the agreement of roommate(s). Students are permitted one fish tank of 20 gallons or less per residential room. Residents shall care for their pets and provide a clean, healthy living environment for them. During winter and spring breaks, students are required to take home any pets. Tanks with lights and pumps must be unplugged during winter and spring breaks when residence halls are closed, and tanks must be emptied and cleaned. The University reserves the right to mandate the removal of any living creature or plant at the discretion of University officials including the residence hall staff.

Quiet Hours, Courtesy Hours and Noise Awareness - Residents shall maintain environments conducive to studying

and sleeping. Minimum Quiet Hours have been established in the residence halls, theme houses and Commons apartments as 10:00 p.m. to 8:00 a.m. daily. Hall Councils are welcome to extend Quiet Hours to provide additional quiet study hours. Each Hall Council will establish 24-hour quiet hours during exam week, minimally beginning the Sunday before exams begin. During Quiet Hours, residents shall keep all areas of the building as quiet as possible. Residents shall keep their room doors closed and assure noise from TV’s, computers, stereos and musical instruments are not heard in the hallway or other rooms. Consideration needs to be given to persons outside the residence hall if the window is open. Courtesy Hours exist when Quiet Hours are not in effect. During Courtesy Hours, residents shall be courteous to other students and their need for quiet. Students needing another student to be quieter shall ask the student to quiet down. Residents asked by another to be quieter shall honor this request. Failure to honor the request shall be reported to a residence life or Otterbein Police Department staff member. Residents shall be cognizant of the amount of noise they are creating and avoid any activities causing loud noises such as playing sports, yelling, running, etc.

Recycling – Recycling bins are provided in each residence hall, Commons complex and theme house. Students shall

recycle all their paper, plastic, glass and aluminum by placing them in the appropriate receptacle. Trash should not be